Print Assessment Program
The "Print Assessment Program" is a
department-by-department evaluation of printing needs
equipment, special needs, physical location, and utilization
of hardcopy devices.
As a part of the assessment, the VPrint Program team,
working with department staff, will make a recommendation
for the department for all printing, copying, scanning, and
faxing. The department head will receive the
assessment/recommendation via e-mail. The department head
must sign off on the recommendation.
Schedule for department Print Assessments – driven by the
current Minolta lease expiration dates or by departmental
request.
Minolta Devices
The assessment/recommendation process is required for the
current Minolta’s coming off lease. At end of lease, the
Minolta devices will be replaced with a Canon device.
When a Minolta is due to come off lease we have a 90 day
return window. UNIT will contact the department at the
beginning of the 90 day return windows when the Minolta is
due to come of lease. Once the process begins for the
Minolta return, a date will be determined for removal. This
date cannot be changed. The assessment process must be
completed before the Minolta can be replaced. As a part of
the assessment, the VPrint Program team will make a
recommendation for the department as it relates to all
printing, copying, scanning, and faxing. The department
head will receive the assessment/recommendation via e-mail.
The department head must sign off on the recommendation.
When the new Canon is delivered the Minolta will be removed.
When a Minolta comes off lease, the department will see a
charge applied to their department for the final lease
payment.
New Request for a
MFP (Multifunctional Device):
Each area requesting a new Canon will be required to
participate in the print assessment/recommendation process.
Departments requesting new printers or multifunctional
devices must participate in the assessment/recommendation
process.
Printer Acquisition Program
UNIT has established standards for scanners, desktop and
network printers. This includes options for color and black
and white print. A department can request a device from the
redeployment pool that UNIT maintains.
University supported printers must be purchased from a
University authorized preferred vendor. No replacement
printers will be purchased with the approval of a department
head.
Redeployment and Disposal
It is not cost effective for the University to continue to
maintain older network and desktop printers. Currently, we
have printers that exceed 10 years old on campus. Network
and desktop printers that exceed a 5 year life cycle will be
disposed of by UNIT upon receiving a call into the Helpdesk
for a repair.
Devices that are returned due to the implementation of the
VPrint program (for example: installation of a
multifunctional device to replace one or more printers) will
be maintained by UNIT. UNIT will maintain a pool of devices
that will be redeployed to keep costs to departments down,
when applicable. This pool of printers will be used for
temporary/permanent use on campus. UNIT will provide a
printer that meets the need within the department or
college. If UNIT can not provide a printer out of the pool,
department or college will purchase the printer out of their
budget. The department or college will not be charged for a
redeployed device.
UNIT will not provide any funding for the returned devices.
This is due to the overall support of the Universities
desire to implement the VPrint strategy to achieve
savings across the board.
Moving MFP
(Multifunctional) Devices
When applicable, any costs associated of moving or
relocating on campus a MFP device will be charged to the
department.
Training
The staff of a department that receives a new
multifunctional device will be required to participate in
training when the new multifunctional device is installed.
Acquisition of
printing supplies (toner, ink, paper):
All consumable supplies are to be purchased through the
University's approved vendor of choice in order to
capitalize on optimal pricing and quality, thus eliminating
departmental "one-off" or "emergency" purchases at computer
or office supply stores.
Print Utilization Report
As a part of the overall University Print Management
Strategy, understanding what and how much we print is
vital. Starting in November 2006, each employee's
monthly print activity will be posted in Novasis' in the
Employee section. Each manager will have access to this
information for their organization in the Financial Services
section of Novasis'
UNIT will send out a notice monthly to let you know print
information has been compiled and made available via Novasis'.
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